When you hire musicians to perform at your wedding ceremony, keep in mind that you will need to sign a written
contract. A musician’s contract will outline not only the musician’s duties, but responsibilities for you as well, so understanding the contract beforehand can make your planning much easier. Here are 8 topics that that wedding ceremony musicians commonly include in their contracts, so that you can know exactly what to expect when it’s time to sign on the dotted line.
Services Included and Additional Charges
Make sure to ask exactly what the musicians’ fee includes. Some musicians provide phone and e-mail communication, but charge extra for face-to-face meetings, while others will meet with you for free. Attendance at your rehearsal and special requests may cost extra as well. Before you sign, know the exact amount you owe your musicians, so you can avoid any unpleasant surprises on your wedding day.
Special Requests and Accompanying Other Musicians
Many musicians will perform special requests or accompany other musicians, such as a vocal soloist, with adequate notification and an additional fee. This fee covers the cost of arranging and rehearsing new music. It’s important to include special arrangements in the contract, and even more important to be extremely specific with your requests. Schubert and Bach wrote different songs called Ave Maria. If you’re not specific, you could end up with a vocalist singing the Bach while your musicians play the Schubert–not pretty!
Arrival and Breaks
Musicians should arrive at least 30 minutes before they are to begin playing to set up. The time of arrival and set-up location should be included in the contract. If musicians are expected to perform for more than one hour, expect them to take one 10-minute break for each hour they are engaged.
Location and Equipment
Be aware of the space requirements for your musicians. A solo instrumentalist needs only about 5 square feet of space, but a larger ensemble needs much more room. Make sure to discuss where the musicians will perform, and the logistics of getting there. Parking, assistance for moving heavy instruments up and down stairs, and amount of space needed may be defined specifically in the contract.
Many musical instruments can be damaged by direct sunlight or rain. If your ceremony is outdoors, plan for a covering for the musicians in case of rain, even if the rain is only a mist. Make sure you understand your musicians’ climate policy and make the accommodations listed in the contract. Otherwise, many musicians will not risk harming their instruments to perform at your ceremony if the weather is bad.
Musicians’ Attire
If you have specific desires regarding the musicians’ attire, you should address this beforehand and put it into the contract. Additional charges may apply if you request attire that is expensive or not readily available (i.e., Renaissance or Victorian dress). Traditionally, wedding musicians wear tuxedos or formal black attire.
Deposit
Most musicians require a non-refundable deposit, usually 50% of the total fee, and a signed copy of their contract in order to reserve your date with them. Try to reserve your date several months in advance for summertime weddings, and even earlier for dates in December, when musicians are typically busiest.
Cancellation Policy
The cancellation policy is somewhat variable, but most musicians retain the deposit regardless of the reason or time of cancellation. If the wedding is cancelled with less than one week’s notice, you should be prepared to pay the remainder of the musicians’ fee as well.
Payment
Most musicians will specify their preferred time and method of payment in the contract. Many prefer to be paid upon their arrival at the ceremony. A check for the balance of the fee given to the musicians as they set up is always appreciated!
Contracts are meant to protect both you and your musicians, and to make sure that your special day runs as smoothly as possible. Excellent musicians will go over the details of your contract with you to make sure that everyone understands each other’s requests, and to ensure a stress-free wedding with beautiful music.
Christina Thompson is a professional trombonist living in Raleigh, NC. Her unique trombone and marimba ensemble, The Summerglen Duo, offers beautiful music for weddings, parties, and other special events around the East Coast. To learn more about Christina’s unique and elegant wedding music, please visit http://www.summerglen-music.com
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